How to Pin Activities on Records in Hubspot
Keeping critical updates visible in Hubspot is essential when you manage many contacts, companies, deals, or tickets. By pinning important activities on a record timeline, your team can quickly see key notes, emails, and calls without scrolling through every interaction.
This step-by-step guide explains how to pin, reorder, and unpin timeline activities on any record so your Hubspot workspace stays organized and focused on what matters most.
What Pinned Activities Do in Hubspot
Pinned activities keep your most important information at the top of the record’s activity tab. Instead of hunting through the full timeline, anyone viewing the record can see critical context right away.
On a standard CRM record, the following activity types can be pinned:
- Notes
- Calls
- Meetings
- SMS messages
- LinkedIn messages
- Postal mail activities
- WhatsApp communications
- Other logged activities added to the timeline
You might pin a key discovery note, a high‑impact meeting summary, or an important SMS confirmation. These activities stay at the top until you unpin them.
Requirements to Pin Activities in Hubspot
Before you can pin or unpin timeline items, make sure your user has permission to edit the record.
- You must be able to edit the contact, company, deal, or ticket.
- If you only have view permissions, you will not see the pin option.
Permissions are managed by your CRM administrator. If you don’t see the pin icon, ask your admin to review your access. For broader CRM best practices and implementation help, you can also consult experts such as Consultevo.
Step-by-Step: Pin an Activity on a Hubspot Record
You can pin activities on several types of records, including contacts, companies, deals, tickets, and custom objects. The process is almost identical on each record type.
1. Open the relevant record in Hubspot
- In your main navigation, go to the correct tool, for example:
- Contacts > Contacts
- Contacts > Companies
- Sales > Deals
- Service > Tickets
- Search for and click the record you want to review.
- The record page opens with the middle column showing the activity timeline.
2. Find the activity you want to pin
Scroll through the timeline until you locate the note, call, meeting, or other activity that should always be visible near the top.
Typical choices include:
- Key qualification notes
- Strategic meeting summaries
- Agreed next steps for deals or tickets
- Critical support updates
3. Pin the activity on the Hubspot timeline
- On the chosen activity card, move your cursor to the top right corner.
- Click the Actions dropdown menu.
- Select Pin to top.
Once pinned, the activity moves to a dedicated pinned section at the top of the activity tab, above the rest of the timeline events.
How Pinned Activities Behave in Hubspot
Understanding how pinned items appear helps you design a consistent workflow across your team.
Pinned section layout
When you pin at least one item, a new section appears at the top of the activity tab on the record:
- Pinned activities display in the order you set.
- Each pinned item shows a pin icon to distinguish it from regular timeline entries.
- Only activities on that specific record are shown there; pinning does not affect other records.
Multiple pinned activities
You can pin more than one timeline activity on a single record. For instance, you might pin:
- A key discovery call note
- A summary of the last executive meeting
- A technical requirements note for implementation
These will all appear in the pinned section, which you can manually reorder.
Reorder Pinned Activities on a Hubspot Record
If you pinned several items, you can control which one shows first by dragging and dropping.
Steps to reorder pinned timeline items
- Open the record where you already have pinned activities.
- Locate the pinned section at the top of the activity tab.
- Click and hold the top border of the activity you want to move.
- Drag it up or down into the desired position.
- Release the mouse to drop it in place.
The new order saves automatically and will be visible to other users who can access the record.
Unpin Activities in Hubspot
You can remove an activity from the pinned section at any time if it is no longer a priority.
Unpin a single activity
- Open the record that contains the pinned activity.
- In the pinned section, find the relevant activity.
- Click the Actions dropdown on that activity.
- Select Unpin from top.
The activity will move back into the normal chronological timeline, based on its original date and time.
Unpinning and user permissions
Only users who can edit the record can unpin activities. If you cannot unpin, ask your admin to confirm your permission level inside your Hubspot account settings.
Best Practices for Using Pinned Activities in Hubspot
To keep your records clean and useful for your entire team, follow these practical guidelines.
- Limit the number of pinned items. Too many pinned activities can overwhelm users. Focus on the top 1–3 most important items per record.
- Standardize what gets pinned. Agree as a team to pin specific activity types, such as discovery notes, executive summaries, or final resolutions.
- Review pins regularly. When a deal closes or a ticket is resolved, unpin outdated notes so fresh activity can take priority.
- Use clear, structured notes. Well-written notes with bullets and headings are easier to scan in the pinned section.
Learn More About Timeline Activities in Hubspot
For the authoritative, always up‑to‑date reference on this feature, see the official documentation: Pin an activity on a record in HubSpot. That resource covers the latest interface labels, screenshots, and any recent product updates.
By using pinned activities consistently, your organization can surface the most important information on every record and make your Hubspot timelines far easier for sales, service, and marketing teams to navigate.
Need Help With Hubspot?
If you want expert help building, automating, or scaling your Hubspot , work with ConsultEvo, a team who has a decade of Hubspot experience.
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